Checklist for Supervisors of New Employees

Last Updated: October 12, 2023 9:41:47 AM PDT

Supervisors, use the following checklist to inform new university employees of their job duties and responsibilities as well as UC San Diego's resources and culture.

Employee's first day

Take care of the most crucial items needed for the first day at work:
- Introduce co-workers and explain what they do. Provide a departmental organization chart.
- Show work area and workstation.
- Introduce computer system and e-mail access for the workstation.
- Give access to the online Employee Orientations, Resources, and Information checklist.
- Provide a UCSD ID number or give the employee a letter from your department so the employee can get a parking permit and Campus Card.
- Provide your department information (Mail Code, phone and fax number, and who to contact in case of illness or emergency).
- Review the responsibilities of UC employees and UCSD Principles of Community. Review the code of conduct for academic personnel (PDF) if applicable.
- Review safety and security information.
Review conditions of employment:
- Job description:
  - Payroll title and title code
  - Working title, if applicable
  - Duties
  - Performance standards and evaluation process
- Appointment type:
  - Career
    Limited appointment/ Per Diem/ Contract
    - Percentage of Time
    - Appointment end date
- Pay:
  - Timing of first paycheck
  - Payroll Calendar
  - Salary and overtime
  - Exempt Status
  - Non-exempt status:
    - Compensatory time accrual vs. paid overtime
  - Increases (merits, incentive awards, range adjustment)
  - Promotion/ reclassification/ transfer
  - Sea-pay differential, if applicable
  - Shift/ weekend differential, if applicable
  - Agency fee (Fair Share)/ joining the union, if applicable
- Attendance records:
  - Hours of work:
    - Start time and end time
    - Breaks
    - Lunch
  - Reporting absences and tardiness:
    - Departmental Absence and Overtime Approval form, FO 2104
    - Leave Activity Summary Report (LASR) forms
- Probationary period
- 6-month evaluation
Explain UCSD's benefits and policies regarding time off:
- Holidays
- Vacation:
  - Eligibility
  - Accrual
  - Use
  - Transfer
  - Vacation payoff upon separation
- Sick leave/ bereavement
- Jury duty, witness duty
- Leaves of absence:
  - Catastrophic Leave Program
  - Family medical leave (FMLA), including childbearing
  - Military leave
  - Personal
- Voting
- Workers' Compensation:
  - Injury report

First weeks

Allow employee time to:
- Attend a new employee and benefits orientation
- Enroll for benefits within the Period of Initial Eligibility (PIE)
- Visit the UC Learning Center to register for an Injury and Illness Prevention Program (IIPP) class or Laboratory Safety Principles/ IIPP course (required for employees in laboratories or high-hazard facilities) (within 30 days)
- Provide any required safety training before the employee begins work with hazardous materials, equipment, or processes. Read:
  - Safety Training Checklist for Supervisors
  - Safety Training menu.
- Attend other required training classes
Discuss recommended training for the position. Walk employees through the enrollment process:
- UC Learning Center
- Online business systems training
Discuss items related to UCSD culture:
- Explain the relationship of your department to UCSD
- Review the UCSD organization chart, pointing out your vice chancellor unit
- Send the employee to a New Employee Orientation (register via UC Learning Center)
- Encourage the employee to take a guided tour of the UCSD campus.
Discuss campus business resources needed for the job:

First month

Discuss UCSD policies and procedures:
- Review personnel policies:
  - Classification criteria and series concepts
  - Collective bargaining agreements
  - Compensation
  - Performance appraisal:
    - Frequency
    - Probationary period
    - Evaluation during first 6 months
    - Annual evaluation after probationary period is complete
  - Title and pay plan
  - UC Office of the President (UCOP) systemwide policies
- Review UCSD's conflict management, diversity, and workplace conduct policies:
- Within first 90 days of employment or reassignment, provide an ergonomic review of the employee's workstation for those who work more than 60% of their normal work schedule at a video display terminal. (Required for employees represented by CUE only.)
Review campus resources:
- Diversity resource offices
- Staff associations
- Banking: Credit union (USE)
- Birch Aquarium
- Calendar of events
- Child care
- Eldercare
- Places to Eat at UCSD.
- Performing arts: La Jolla Playhouse, music, and theatre and dance
- Sports facilities
- Staff discounts for local attractions (obtained at the Price Center Box Office)
- Stuart art collection
Discuss professional/ career development objectives, benefits, and training and development resources including:
Discuss life event resources.
- At Your Service's making benefits changes
- Retirement information in the online handbook (PDF)
- How to change personal or tax information online.

Complete orientation of new employee within 1 month.

File the completed supervisor checklist in employee's file.

Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/newhiresupervisor